Assistant, Finance & Administration

ABOUT VILLAGEREACH

VillageReach is a non-profit organization that transforms health care delivery to reach everyone. Our vision is a world where every person has the health care needed to thrive. Our programs focus on building people-centered health systems that make sure health products, services are available when, and where they are needed, with a focus on developing scalable, high-impact solutions. We are driven by a passion for collaboration and partnership, as we believe strongly that collective action is the only way to achieve sustainable change. VillageReach has offices in Seattle (USA), Democratic Republic of Congo, Malawi, and Mozambique.

Summary

Under the direction of the Finance & Administrative Officer and with partnership from the global Finance and admin team, the Finance and Administrative Assistant will support the organization for coordinating the financial and administrative operations of all programs in DRC. In this role, she/he will have responsibility for the following areas:

Financial Management

Perform daily duties such as:

• Maintain a system of financial documents and supporting files, including proper substantiation of payments made including proper approvals and coding, that ties to the General Ledger within sage Online;
• Manage petty cash, payments, and record expenses;
• Review and process payment requests; operational and travel advances requests,
• Monitor advances and reconciliation of expenditures using Concur expense platform;
• Support field offices with financial tasks
• Prepare, collect, compile and declare sums paid to third parties
• Support monthly duties, such as:
• Submission of monthly financial report due to HQ;
• Submission of monthly cash request due to HQ;
• Perform any adjusting entries created during finance items review process;
• Reconcile balance sheet accounts, including banking, petty cash, advances, prepaids, and accounts payable.

Office Administration:

• Recommending, implementing, and maintaining efficient office systems.
• Handling office communication, checking office e-mail, ensuring office maintenance and managing the front desk in a professional manner.
• Coordinate office needs (repairs, internet, vehicle, suppliers, managing the cleaners, etc.),
• Ensure efficient supervision of office drivers’ team and cars

Resource Management:

• Assisting in the procurement and maintenance of office equipment, furniture, computers and other assets including managing and updating the inventory of office assets.
• Any other duties as required

Competencies:

The following competencies reflect what is expected of all VillageReach employees; including examples of how one might demonstrate each of these competencies in one’s role.

• Personal Motivation and Drive: Is self-directed in one’s approach to work, but asks for help when needed; holds oneself accountable; undertakes self-development activities; seeks to build and master new skills; looks for and takes advantage of opportunities within the organization
• Collaboration & Effective Communication: Establishes and maintains effective relations with coworkers, partners & stakeholders and external parties; works collaboratively with others to accomplish organizational and team goals and objectives; works actively to resolve conflicts; expresses ideas and thoughts effectively; selects and uses appropriate communication methods and maintains meaningful communication with virtual coworkers and other parties to keep them informed
• Commitment to Diversity & Inclusion: Takes personal responsibility for and supports others across the organization in creating and sustaining a diverse work environment where individuals are welcomed, valued, respected and supported; personally committed to attaining cultural competency including self-awareness of one’s own attitudes about culture and cross-cultural interactions; exhibits the willingness and ability to engage openly and respectfully around issues of race, colonialism, identity and culture; upholds equity in access to sharing of information, ideas, and opportunities throughout VillageReach
• Commitment to Excellence: Produces a high output of work, both in terms of quality and quantity; looks for ways to improve and promote quality; monitors work to ensure quality; has a personal commitment to the mission of VillageReach
• Solution Orientation & Innovation: Focuses on results and desired outcomes and how to best achieve them; gets the job done; sees opportunities for creative problem-solving while staying within the parameters of good practice; sees old problems in new ways and has novel approaches to solving those problems; contributes original and/or resourceful ideas to their area of responsibility; is able to consider and articulate risks and consequences of proposed innovations and factor these into decision-making

Qualifications and requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibilities:

The administrative assistant supervises office drivers

Education & Experience:

• Bachelor’s degree in Business Administration or Accounting (or similar) required or equivalent education and experience
• Fluency in English and French; both written and verbal
• At least 3 years of professional experience with at least two of those managing accounting, grant finances and compliance; public sector grants a plus
• Demonstrated financial management skills within the non-profit sector
• Financial and bookkeeping acumen
• Experience with financial reporting
• Demonstrated familiarity with financials tools, expenses allocations, contract language and grant cost policy adherence

Other Qualifications:

• Comply with VillageReach’s COVID-19 vaccination policy.
• Established cultural competency in partnering with racial, cultural and linguistically diverse groups.
• Demonstrated understanding of challenges with working in rural, underserved and low-income context; experience living in and/or working in a low-income country a plus.
• Superb technology skills including intermediate level understanding and Proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) and comfortable in a fast-paced technical environment.
• Operationally-minded with strong attention to detail
• Familiarity with budgeting software, accounting tools, data visualization software, and CRM platforms
• ability to interact with several colleagues and several simultaneous requests while showing a pedagogical inclination regarding the dissemination of administrative procedures and instructions

Environment and Physical Demands

VillageReach has no private offices, employees work in a shared, open environment with task and conference rooms accessible to employees for privacy and meetings. The noise level in the work environment is usually quiet. Due to the time zone differences between our USA office and our Country Offices and location of other global staff, US based staff are expected to be available for early morning meetings starting at 6am. In addition, our Regional Africa based staff and Country office staff are expected to be available for late afternoon/evening meetings up to 6pm.

COMMITMENT TO DIVERSITY & INCLUSION:

VillageReach is an Equal Employment Opportunity Employer committed to workforce diversity. We believe that diverse, equitably weighted perspectives foster an organizational capacity to create novel solutions that improve health in the most underserved and hard-to-reach areas. To align our values, innovations and impact, VillageReach is committed to recruiting and retaining a diverse global workforce.